CHAPTER 2
JOB ANALYSIS
Lecturer
Dang Thanh Thuy, MBA
LEARNING OUTCOMES
1. Understand the nature of job analysis, including
what it is and how it’s used
2. Use at least three methods of collecting job
analysis information
3. Know how to write a job description and job
specification
Job Analysis – What is it and how is it used?
The procedure for determining the duties and skill
requirements of a job and the kind of person who should be
hired for it
Job Job
descriptions specifications
Purposes of Job Analysis Information
Job analysis
Job
description
& Job
specification
Job
Recruiting
evaluation –
and Performance Training
wage and
selection appraisal requirements
salary
decisions
decisions
STEPS IN JOB ANALYSIS
1 • Decide how to use the information
• Review relevant background information
2
• Select representative positions
3
• Conduct the analysis
4
5 • Verify with the worker and supervisor
6 • Develop a job description and job specification
What information do you collect?
Human
requirements
Work activities Job context
Performance
Skills Information
standards
Information collected by HR specialists
Skills
• Sensing
• Communicating
• Deciding
• Writing
• Job demands
– Lifting
– Walking
Information collected by HR specialists
Work activities
• Cleaning
• Selling
• Teaching
• Painting
• How, why and when the activities are
performed
Information collected by HR specialists
Human requirements
• Job-related knowledge and
skills
– Education
– Training
– Work experience
• Personal attributes
– Aptitudes
– Physical characteristics
– Personality
– Interests
Information collected by HR specialists
Job context
Working conditions
Schedule
Organizational context
Social context
Information collected by HR specialists
Machines, Tools, Equipment, Work Aids
• Products made
• Materials processed
• Knowledge
• Services
Information collected by HR specialists
Performance standards
Check out these samples of performance standards
Performance standards provide the employee with specific
performance expectations for each major duty
Methods of collecting job analysis information
Observation Interview
Participants’
Questionnaire
diary
1. Widely Used: The Interview
• Individual interviews with each employee
• Group interviews with groups of employees who have the same job
• Supervisor interviews with one or more supervisors who know the
job
2. HOW TO CONDUCT A QUESTIONNAIRE SESSION
• Use a specific questionnaire
• Follow a structured approach
• List duties in order of importance or frequency of
occurrence
• Review and verify the data
3. OBSERVATION
Observation may be combined with interviewing
Ask questions
Take complete notes
Talk with the person being observed – explain what is
happening and why
4. PARTICIPANT’S DIARY
• Time-consuming
• Self-reporting
• Remembering what was done earlier
• Can use dictating machines and pagers
HOW TO WRITE
JOB DESCRIPTIONS
Writing Job Descriptions
1. Job Identification
2. Job Summary
3. Relationships
4. Responsibilities and Duties
5. Standards of Performance
6. Working Conditions and Physical Environment
1. JOB IDENTIFICATION
Title
Date
Approvals
Supervisor’s title
Salary
Grade level/ID staff
2. JOB SUMMARY
• General nature
• Major functions or activities
• Includes general statements
3. RELATIONSHIPS STATEMENT FOR
HUMAN RESOURCE DIRECTOR
Vice President
Works with all Employee Relations Works with
department employment
managers and Human Resource agencies,
executive Director recruiters, union
management reps, state and
Department Human Resource federal agencies,
Secretary Clerk vendors
Test Labor Relations
Administrator Manager
4. RESPONSIBILITIES AND DUTIES
• Examples
Establishes marketing goals to ensure share of market
Maintaining balanced and controlled inventories
• Defines the limits of job holder’s authority
– Purchasing authority
– Discipline
– Interviewing and hiring
5. STANDARDS OF PERFORMANCE - EXAMPLE
Duty: Meeting Daily Production Schedule
Next workstation rejects no more than an average of 2% of
units
Weekly overtime does not exceed an average of 5%
HOW TO WRITE
JOB SPECIFICATION
Job specification sample
What does a job specification tell HR and the hiring
manager?
Find out about job specifications or job specs
Writing Job Specifications
Job Specification is
What human traits and defined as the summary
of minimum
experience are required requirements for a
to do the job well? person to apply for the
job
Writing Job Specifications
The specification should specify the person’s
Skills on the job
Knowledge of and for the job
Length of experience for the job
Attitude for the job
Preferences
Presentability
